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Requesting a Certificate of Free Sale using My CFIA

As of January 15, 2019, the Certificate of Free Sale replaces the Manufacturer's Declaration, which was previously used by regulated parties as an export document for products regulated solely under the Food and Drugs Act. The Manufacturer's Declaration will no longer be issued. Facilities in the manufactured food sector, that is to say products that were previously in the non-federally registered sector, will be able to request the Certificate of Free Sale online, through My CFIA. It is important to note that only those who operate in the manufactured foods sector can apply for the certificate online at this time; other commodity groups will become eligible at a later date. All previously federally registered food businesses should continue to apply for their export certificates through their local CFIA offices. More information on what products and facilities are eligible for the certificate can be found on the Certificate of Free Sale webpage.

In order to request a Certificate of Free Sale, you must meet the following two prerequisites:

  1. Have a validated party profile in My CFIA, so you can request services on behalf of a business.
  2. Have a valid Safe Food for Canadians Licence

If you've obtained a party profile in My CFIA, along with a Safe Food for Canadians Licence, you are ready to request a Certificate of Free Sale. To do so, sign in to your My CFIA account and click the sign in link. Then choose your secure sign-in method and enter your credentials.

Once signed in, make sure your validated party that requires the Certificate of Free Sale is selected by clicking the white drop down box under Party Administration, clicking on the proper validated party and clicking Select:

Screen capture of the My CFIA dashboard page, showing how to select the correct party from the drop down list.

Now scroll down to the Service Request section of your party profile dashboard, where you will be presented with all previously submitted service requests. This section should look similar to this:

Screen capture of the Service Request dashboard. Description follows.
Description of Service Request Dashboard screen capture

On the Service request tab: Welcome to your Service Request Dashboard. On this page you can view your current or past service requests and create new service requests.

Link: New Service Request

Link: Search Service Requests

Showing results for Service Requests for: Export Experts (Validated Party)

Search results appear in a table that includes the following columns:

  • Request ID (hyperlinked)
  • Application Name
  • Service Request Type
  • Created On
  • Date of Submission
  • Status
  • Status Reason
  • Creator/Submitter
  • You can sort the table by column heading or filter using keywords.

Click on the New Service Request link and select Export Application from the drop down menu:

Screen capture of the Confirm Application Details screen. Description follows.
Description of Confirm Application Details screen capture

Party Profile information is displayed, including:

  • Business Structure
  • Party Profile Name
  • Legal Name
  • Business Number
  • Office Address

A Drop down menu is displayed, showing application types to choose from, including:

  • Permission Application
  • Export Application
  • Safe Food for Canadians Licence Application

Once you've selected Export Application, you will have to attest that all information you are submitting is complete and accurate and is not false or misleading, by selecting the Accept button.

On the next screen, you will have to name your export application. Make sure to enter a name that will be easy to search once you've submitted your request. You will also have to enter the date of export. It is important to note that certificates will not be issued for shipments that have already left Canada. Once complete, select Next Step. The screen should look like this:

Screen capture of the Select Date of Export screen. Description follows.
Description of Select Date of Export screen capture

Application Name box is displayed, where user can enter the name of the export application.

Under the Application Name box; please identify your date of export. This is the date that your product will be leaving Canada. The CFIA will aim to complete your export application prior to your date of export but we cannot guarantee we will meet this requested date of export. If you do not have a confirmed date of export, in order to proceed, identify the anticipated date of export at this time. Please note that you can enter a later date of export by modifying your application within the portal. If you need to identify an earlier export date, please contact the CFIA.

Date of Export box is displayed, where user can enter the date of the export.

You will then have to select the operating name. The operating name entered will appear on the certificate as the consignor (exporting company). The consignor address type selected will be associated with the operating name that you provide.

Screen capture of the Identify the Operating Name screen. Description follows.
Description of Identify the Operating Name screen capture

Available Operating Names box is displayed, where the user selects an operating name. Consignor address options are also displayed, including:

  • Establishment
  • Main Office Address
  • Billing Address
  • Add Custom Consignor

On the next screen you must complete the consignee (importing company) information. You will need to fill out all required fields before you can move on.

Screen capture of the Consignee Information screen. Description follows.
Description of Consignee Information screen capture

You will need to complete the fields below for each export certificate application. This is mandatory information required for the export certificate. Once you are finished click on the next step to continue with your application. If you need to leave before you are finished, simply click on save and return later to continue with your application. Fields for the user to complete include:

  • Name
  • Country
  • Address Lines
  • City

In the following sections, you will be asked a series of questions that will determine if your export activity is eligible for a Certificate of Free Sale. Select, Next Step, on the Gathering Information for your Export Certificate Application screen, to proceed.

In the first set of questions, you will specify the destination country for the product you would like to export.

In the first set of questions, you will specify the destination country for the product you would like to export. You will also specify if your product will be transiting through any other countries on its way to the final destination, then select, Next Step. This screen will look like the following:

Screen capture of the Destination Country screen.

On the next five screens, you will be asked to enter the:

To do so, select the appropriate response for the product you would like to export by opening the drop-down box on each screen. It is important to note that only products in the Food business line and Manufactured Foods commodity group are eligible to request a Certificate of Free Sale through My CFIA at this time, other commodity groups will become eligible at a later date. Once you've made a selection, select Next Step at the bottom of each screen.

On the following screen, enter the country of origin for the product you are exporting. This product must be of Canadian origin in order to be eligible for a Certificate of Free Sale:

Screen capture of the Origin screen. Description follows.
Description of Origin screen capture

Clients are asked, What is the country of origin of the product? Canada is pre-selected as the answer.

On the next screen, you must confirm that the product you are exporting is intended for human consumption, if it is not, you will not be eligible for a Certificate of Free Sale:

Screen capture of the End Use – Human Consumption screen. Description follows.
Description of End Use – Human Consumption screen capture

Clients are asked, Is human consumption the end use for the product? Yes is pre-selected

Read the information under, Applicant Declarations carefully on the next screen. To attest that you have read, understood and agree to the conditions listed on the screen, click the circle next to Yes at the bottom, then select, Next:

Screen capture of the Applicant Declarations screen. Description follows.
Description of Applicant Declarations screen capture

Applicant Declarations include:

  • I have a licence to export food under the Safe Food for Canadians Regulations
  • I declare the product was prepared for export by a licenced manufacturer in good regulatory standing with a written food safety control plan and traceability system in place
  • I declare the food is safe for human consumption
  • I am aware that the importing country will accept the Certificate of Free Sale as the appropriate trade facilitation document
  • I am willing to accept the commercial risk that the product may be refused entry by the importing country for note meeting a requirement to import
  • I declare that the product to be exported is still in Canada at the time of this application

Yes is pre-selected under, I have read understood and agree to the above conditions.

On the following screen, you will be informed if your shipment requires the Certificate of Free Sale:

Screen capture of the Your Results screen. Description follows.
Description of Your Results Screen Capture

This screen informs My CFIA users that they are eligible for a certificate of free sale, it outlines:

  • Export Certificates Required
  • Upcoming Tasks
  • Helpful Resources
  • Applicable Legislation

You will now have to indicate the establishment consignor name, which will appear on the certificate as the exporting company. If you would like to reference a company that is already associated with your profile, you are able to choose the company name on this screen. If you'd like to add a facility that is not associated with your profile, you can search for it using keywords. If your establishment has multiple licence numbers, please ensure you have selected the correct one. When complete scroll to the bottom of the page and select, Next Step.

Screen capture of Consignor Selection for the Export Certificate. Description follows.
Description of Consignor Selection for the Export Certificate screen capture

Please choose the appropriate consignor licence number and address combination to appear on the export certificate. Only one consignor may be chosen per application. When you have selected the consignor information will appear in the summary box below. Consignor information is located on this screen in a chart format with the following columns:

  • Licence #
  • Establishment
  • Address

On the following screen, you can choose the manufacturer that will appear on the certificate. Follow the same steps as you did when selecting the consignor name on the previous screen to identify what facility manufactured the product that you would like to export.

Screen capture of Manufacturer Selection for the Export Certificate. Description follows.
Description of Manufacturer Selection for the Export Certificate screen capture

Please choose the manufacturing facility where the product being exported was produced.  Ensure the correct name, address and appropriate licence combination is selected as this information will appear on the export certificate. If the manufacturing facility does not belong to your party, please use the search function below to enter the party that owns the facility and choose the appropriate name, address and licence combination. Only one manufacturing facility may be chosen per application.

Manufacturer information is located on this screen in a chart format with the following columns:

  • Licence #
  • Establishment
  • Address

After you've identified the manufacturer scroll down and select Next Step. You will then be given the option to upload supporting documents. Supporting documents are not needed for the Certificate of Free Sale, so skip this step by selecting, Next Step.

The next screen will ask you to enter transportation details. There are no specific requirements for entering information in the Conveyance Information field for this certificate; however, you can choose to enter flight reference numbers, seal numbers, container numbers, licence plates of vehicles, or any identifying conveyance information here. If you choose not to enter any conveyance information you must still fill out the Conveyance Type field before you can proceed. Once complete, select Next Step.

Screen capture of Modify Transportation Information. Description follows.
Description of Modify Transportation Information screen capture

The Conveyance information details provided will be transferred to the export certificate, if applicable. The information required for your certificate may include a ship name, an airline flight number, a licence plate number and/or business information such as a waybill number. If you are not certain about the information required, please contact the CFIA.

Conveyance Information box and Conveyance Type selection menu is displayed.

On the next screen, you can fill out your certificate with required information by selecting the Edit link:

Screen capture of Enter Certificate Information. Description follows.
Description of Enter Certificate Information screen capture

Add or edit information on your export certificate.

Please fill in your export certificate form prior to submitting to the CFIA for review and approval. You cannot proceed to the next screen if your export certificate is not filled out. Certificate name, status and edit link is displayed.

After selecting Edit, the certificate will open. Enter all necessary information on the form then select, Save.

Screen capture of the interactive Certificate of Free Sale page.

Once you've finished entering all necessary information for the certificate and have selected Save, a screen will be displayed with a summary of all information you have provided for your certificate. Review the information to ensure that it is accurate and submit the application by scrolling down and selecting Submit.

Screen capture of Review Your Application. Description follows.
Description of Review Your Application screen capture

All information summarized on one screen for the Certificate of Free Sale.

You have completed your Certificate of Free Sale application. Select the Return to Dashboard button to return to your My CFIA dashboard where you can monitor the status of your application.

Screen capture of Application Submitted.

Please note that upon completing these steps and returning to your dashboard, your Certificate of Free Sale has officially been issued to you and is ready to print. On your dashboard, you can search for your application by keyword or scroll through the service requests and click the request ID. You can also find your Certificate of Free Sale under the Issued Export Certificates tab. Make sure that you print your Certificate of Free Sale in colour and ensure that the original certificate accompanies your shipment.

Screen capture of Service Request for: ExportExperts (Validated Party) dashboard. Description follows.
Description of dashboard screen capture

Dashboard is displayed with Service Request tab open.

To access your certificate, select the View Documents button located on this screen:

Screen capture of Certificate Status. Description follows.
Description of Certificate Status

Certificate Status is displayed, along with export certificate record, and export certificate documents

Your Certificate of Free Sale will now open in a new window. To print the signed certificate, select the Print button. You can only print the original document once. You can print an unlimited amount of certified copies by following the same steps as you did to print the original document.

Screen capture of Certificate of Free Sale.

You have now completed the application and accessed your Certificate of Free Sale.

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